This trusted and critical support role is responsible for providing administrative assistance to the President & CEO and the Board of Directors. The Executive Assistant will respond to information requests and perform administrative functions including preparation of correspondence, greeting/receiving visitors, arranging conference calls, and scheduling meetings. This position is the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO and the Board of Directors.
Primary Duties and Responsibilities:
Represent and support the President in a professional manner that demonstrates leadership, builds and maintains credibility, and instills trust and support of the President at all levels of the organization.
Serve as a “gatekeeper”, creating win-win situations for direct access to the CEO’s time and office.
Provide a bridge for smooth communication between the President’s office and internal departments.
Plan, coordinate and ensure the CEO’s schedule is followed and respected.
Assist in the scheduling and logistical arrangements of meetings, events and activities initiated by the Office of the President.
Complete expense reports on behalf of the President.
Arrange travel plans, itineraries, and compile documents for travel related meetings.
Board Liaison and Governance
Serve as the administrative liaison between the President & CEO and the Association Board of Directors.
Coordinate communications from the President to the Board of Directors, including assembling Board Books and coordinating Board Meetings and Retreats. Manage arrangement of meeting logistics.
Assist the President with the creation of an annual governance calendar and monitor deadlines associated with all major governance events. Ensure volunteers are properly notified, in a timely manner, of meeting arrangements and expectations.
Assist Board members with travel arrangements and accommodations, as needed.
Maintain discretion and confidentiality in relationships with all Board members and the President & CEO.
Manage the Call for Nominations Process to elect new board members.
Adhere to timeline for solicitation of volunteers, committee chair selection and appointments to committees.
Adhere to compliance to applicable rules and regulations set in bylaws regarding board and board committee matters.
Ensure distribution of materials prior to meetings.
The successful candiate will demonstrate:
Superior written and verbal communication skills. Ability to communicate effectively and tactfully with Forum members, presenting a positive image.
Genuine team enthusiasm and positive energy.
Collaborative, can-do approach to problem solving.
Understands the meaning of and exercises confidentiality.
Ability to meet deadlines.
Superior project management skills.
Acute attention to detail.
Fosters a team culture that rewards and celebrates Forum values.
MS Office Tools (Word, Excel, PowerPoint).
Ability to effectively manage time, prioritize work, multi-task across many assignments.
About Association Forum
Association Forum is a 501 (c)(6) organization, considered the “association of associations” for more than 1,500 businesses, charitable, civic and professional organizations headquartered in the Chicagoland area. The Association Forum’s 4,000+ members are the CEOs and staff professionals of national, state and nonprofit organizations, plus vendors of good and services to these businesses. The Association Forum provides essential learning, compelling experiences and powerful resources that advance the professional practice of association management.